Policies · Awareness · ISO 27001 A.5.1

Policy management software that proves every employee has read the policy

Write and approve policies in document control. When a policy or new revision is approved it goes live, staff get a reading task, reading is counted page by page and reminders run until 100 percent.

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Why policy acknowledgement is hard to show

Auditors ask two questions about every policy: is it approved and current, and do people know it. Most companies answer the second with an e-mail and a signature sheet.

Click-to-accept tools prove a click, not reading, and they keep a second copy of the policy outside document control.

Zefron uses the controlled document itself. Approval in the QMS publishes it, staff read it in the portal and the system records how much each person has read, revision by revision.

Policy features

Approval

Policies as Level 1 / Level 2 controlled documents
Reviewer and approver workflow with revisions
Periodic review reminders
Mapped to the controls they satisfy

Reading

Reading task for every new policy or revision
Progress counted page by page
Due date counted from approval
Reminders before and after the due date, head copied when overdue

Reporting

Who has read which revision and when
Unread list per department
Health score drops for overdue reading
Auditor-ready report

Audience

All staff or selected departments
New employees picked up automatically from HR sync
External auditors excluded
Works for any standard

Spreadsheets vs enterprise QMS vs Zefron

How the three common approaches compare.

	Excel and shared folders	Enterprise QMS suites	Zefron QMS Portal
Set-up time	Ready today, but rebuilt for every audit	Months of project work and consultants	Configured for you; most go live in two to four weeks
Approvals	E-mail threads, signatures on paper	Fixed workflows, changes need IT	Review and department-head approval on every action
Version control	Old copies stay in use	Yes	Only the current version is visible; full history kept
Audit trail	None	Yes	Every action with name, date and time
Reminders and overdue tracking	Manual	Yes	Automatic e-mail reminders and dashboards
Data entered once	Copied between files	Often separate modules	Linked across documents, 8D, audits, PPAP and quality tools
Cost	Low licence cost, high staff time	High licence and implementation cost	Priced for small and mid-size companies

Free downloads: 8D, CAPA, PPAP and audit checklist templates →

Where policy awareness is required

Reading time per page is configurable.

Requirement	How the portal supports it
ISO/IEC 27001 A.5.1, A.6.3	Information security policies and awareness.
ISO 9001 / IATF 16949 7.3, 7.5	Awareness and control of documented information.
SOC 2 CC1.4, CC2.2	Communication of responsibilities and policies.
GDPR / DPDP	Privacy policy awareness for staff handling personal data.

Live in three steps

Configure

We load your policies into document control with their approval history.

Migrate

Audiences and due dates are set; reading tasks go out automatically.

Train & go live

Reminders run until everyone has read; the report is ready for audits.

Frequently asked questions

Is there a separate accept button?

No. Reading is measured on the document itself, page by page, so the record shows real reading rather than a click.

What happens with a new revision?

When the new revision is approved, readers get a new task for that revision. The report keeps both.

How are new joiners handled?

Users created by HR sync get reading tasks for current policies automatically.

Can auditors see the report?

Yes, through the read-only auditor login limited to the audit scope.